Why turnover rekeying matters at scale
When a resident moves out, they leave with keys. Some will return them at the office. Others will not, and some may have made copies for a partner, a relative, a roommate or a friend who watched the cat. If the lock is not changed, every one of those keys still opens the door that the next resident will call home. Even a well-intentioned former resident with a copy is a problem, and a less well-intentioned one is a much bigger one.
At a small building, rekeying one unit is a simple errand. At a complex with hundreds of units and steady turnover, it becomes an operation. The question is no longer just whether to rekey, but how to do it consistently, how to track the keys that result and how to keep up when turnover spikes at the end of a lease season or after a storm. Without a method, doors get missed, key records fall behind and a team is left guessing which door has which key.
This page explains how to build that method. It focuses on planning and records because those are what make the work sustainable. It is general education for owners and managers, and it assumes the manager has authority to arrange lock work on behalf of the owner. If your lease terms or local rules affect notice or timing, check them with the owner or an attorney.
Rekey, replace or keep: setting a standard
The first decision is whether to rekey or replace. Rekeying changes the internal pins of the lock cylinder so that old keys no longer work and a new key does. The hardware stays in place. Replacement removes the lock and installs a new one. At scale, rekeying is often more efficient when the hardware is in good condition, because it uses fewer parts and can be done quickly. Replacement suits locks that are damaged, worn or outdated, or when the property is upgrading.
Set a standard so crews do not have to make the choice on every door. For example, rekey as the default, replace when the lock fails an inspection and upgrade the hardware on a planned cycle. Write down the standard and keep it with the unit records. Our page on rekey versus replace locks explains the tradeoffs in more detail.
Also standardize the key type. A complex that uses a single brand and keyway for unit entry locks can order parts and keys easily and train crews on one system. A mix of brands slows work and invites errors. If you are planning a larger change, such as moving to a master key system, a locksmith can advise on how to phase it. See master key systems for businesses for how hierarchies are set up.
Batching units to save time and reduce missed doors
Batching means grouping units so that a technician can work through them in one visit rather than returning repeatedly. At turnover, units become vacant at different times. A common approach is to set a regular schedule, such as a weekly or twice-weekly rekey run, and add each newly vacant unit to the list. The technician arrives, works through the list, and the manager updates the records.
Batches work best when the list is accurate and the units are accessible. Before the visit, confirm that each unit on the list is vacant, that the keys needed to enter are available and that no resident is scheduled to move in before the rekey. If a unit is occupied, a different process applies and notice may be required. Never list an occupied unit by mistake. A technician arriving at a door with a resident inside is a problem for everyone.
Bigger projects, such as rekeying every unit after a change in ownership or after a security incident, are a different scale. They may take days and need advance notice to residents, a clear schedule by building and a plan for residents who are not at home. A locksmith can help plan the order of work, but the manager must arrange access and communicate with residents. For occupied units, a notice that states the date, the window and how residents receive new keys is essential.
- Confirm that each listed unit is vacant before the technician arrives.
- Provide the entry key or an authorized way to open each door.
- Group units by building or floor to reduce walking and delays.
- Update records after each visit while the details are fresh.
Key tagging and labeling that actually works
Once units are rekeyed, new keys appear in large numbers, and they all look alike. The method for labeling them decides whether they are useful. The usual rule is not to write the unit number on the key itself or on a tag that would let a stranger identify the door if the key were lost. Instead, use a coded tag that matches a private list kept by the office.
A tag might carry a short label that maps to a unit in a record only the office holds. A key ring might hold the entry key, the mailbox key and an amenity key, each identified in the record. When a key is lost, the label does not reveal an address. When a technician or a manager needs to match a key to a unit, the record shows it.
Keep the master list secure. A spreadsheet in a locked cabinet or a protected file is better than an open binder on a desk. Limit who can view it and keep a backup. Track both the key number and the number of keys cut for each unit, so it is easy to answer how many keys exist for a given door. See the page on duplicate keys and who has copies for more on tracking.
Records: what to log for each unit
Good records turn rekeying from an activity into a system. For each unit, keep a record that includes the unit number, the date of the rekey, the technician or vendor, the key number or bitting reference if provided by the locksmith, the number of keys issued, the person who received them and the date the new resident received their set. Add notes for anything unusual: a damaged lock, a replaced cylinder or a door that needed adjustment.
Include related locks. Many units have more than the entry deadbolt: a knob or lever, a patio door lock, a mailbox key, a storage closet key and an amenity access key. Decide which locks are rekeyed at each turnover and record them separately so that nothing is missed. If the entry locks are keyed alike with the patio lock, record that so that crews know to rekey both.
Share a summary with the owner periodically. A simple report of how many units were rekeyed, how many keys were issued and which doors needed repair helps owners understand the work and plan budgets. It also leaves a trail if a question comes up later about when a lock was last changed. See the page on property manager lock service for how documentation protects everyone.
Authorization and tenant notice for large projects
A locksmith will ask who is arranging the work and what authority that person has. For a complex, the answer is usually the owner or an authorized management company. Have the management agreement or an authority letter ready and be prepared for the technician to confirm with the owner. For large projects, put the scope in a written work order that lists the buildings, the units and the date range, and state who on site can open doors and answer questions.
For occupied units, residents deserve notice. What notice is required depends on the lease and on state law, and it differs for routine rekeying at turnover, which involves vacant units, and a project that involves occupied homes. Regardless of the requirement, tell residents the plan. State what will be done, when, who will be at the door, whether they need to be home and how they will receive keys. A resident who understands the plan is less likely to call the police about an unknown person at the door.
Make sure no resident is left without a working key. If a door is rekeyed while a resident is away, arrange a way to hand over the key safely, rather than leaving it in a mailbox or on a doorstep. For guidance on how authority is checked, see locksmith authorization for landlords and tenants.
Related doors: mailboxes, storage, amenities and common areas
A unit key is rarely the only key a resident has. Mailbox keys are governed by postal rules, and the postal service handles those locks, so do not assume they can be rekeyed with unit locks. Storage closets, bike rooms and parking gates often use separate keys or fobs. Pool, gym and clubhouse access might use a fob system. At turnover, decide which of these should be reset or reissued.
Think about access through the whole chain. A resident who has moved out should not be able to enter the building lobby, the garage or the pool because their fob is still active. Deactivate fobs and PINs at move-out, and keep the date in the record. For the metal-key doors, rekey the shared hardware only when a plan exists to issue the new keys to everyone who needs them.
Our page on HOA and condo common door lock service covers how approval and key control work for shared doors. Whether the property is rental or owner-occupied, the principle is the same: keep a list of what opens what, and who holds it.
Climate, wear and what technicians look for at each door
Apartments in South Florida see wear from humidity, rain, salt air and sun. Entry doors swell in wet months. Hinges sag. Deadbolts stick. A turnover rekey is a good chance to check the door, not just the cylinder. A technician will often test that the latch engages the strike properly, that the deadbolt throws fully into the frame, that the door closes without being pulled and that the lever or knob moves smoothly.
Problems often show up here first. A deadbolt that must be lifted or pushed to turn is a sign of misalignment. A latch that does not click into place may need a strike adjustment. Loose hardware can be tightened. Corroded parts may need replacement. Fixing these items during turnover is more efficient than responding to a lockout later.
Keep a simple list of the checks performed and the issues found, and pass it to maintenance when repairs need a different trade, such as door or frame work. The goal is a unit that locks securely with the new key and opens easily for the new resident. For a deeper look at climate effects, see door frame and jamb problems in humid climates.
How a call for complex rekeying works
When you phone, describe the scale: how many units, how many doors per unit, the type of locks and whether the units are vacant. Quotes are given only by phone, and larger or more complicated projects need an on-site visit before any plan is set. There is a service call charge, which is explained on the phone before a technician is dispatched.
Prepare a list of the units, the access plan and the contact on site. Have the authority documents ready, such as the management agreement or an owner letter. Explain how you want the keys labeled and delivered, and how many keys per door you need. A clear brief reduces mistakes.
After the work, spot-check a sample of doors yourself with the new keys, and make sure the records match what was done. When you are ready to plan a turnover rekey for your community, call, describe your needs and the dispatcher can explain what to prepare before the visit.
Questions people ask
Is rekeying at every turnover necessary?
It is widely regarded as a basic safety step, because previous residents may keep keys or make copies. Whether it is required depends on the lease and local rules, so confirm with the owner or an attorney. Many managers adopt rekeying at every turnover as a standard practice because it is simple and protects residents.
How should keys be labeled so lost keys do not reveal the address?
Use coded tags that map to a private record kept by the office, and avoid writing the unit number or address on the key or tag. If a key is lost, the label reveals nothing to a stranger. Keep the master list secure and limit who can see it.
Can units be rekeyed while a resident is living there?
Yes, but it is a different process from rekeying a vacant unit. Residents should receive notice that explains the date, window and how they will receive new keys, and the lease and state law may have requirements. A resident should never be left without a working key after the work.
Should mailbox keys be rekeyed with the unit locks?
Mailbox locks are governed by postal rules, and the postal service handles their keys, so they are generally not part of a unit rekey. Check with the local postal service about how mailbox keys are replaced. Treat them as a separate item in your turnover checklist.
What records should we keep after each rekey?
Keep the unit number, the date, who performed the work, the key number reference if provided, the number of keys cut, who received them and when the new resident got their set. Add notes about repairs or door issues. These records answer questions from owners and help plan maintenance.
What does a locksmith need from a manager before a large project?
A list of the units and doors, proof of authority such as the management agreement or an owner letter, a contact on site and a plan for access and key delivery. For occupied units, share the notice plan. With this information the dispatcher can explain how the visit will work.
Describe the situation by phone and we will tell you what the job involves. Quotes are given by phone. Jobs that cannot be quoted without seeing them need a technician on site, and the service call charge is explained on the phone before anyone is dispatched.
Related pages
Planning the work around residents, vacancies and staffing
Rekeying a complex is as much a scheduling job as a lock job. Before anyone picks up a tool, the manager decides which units are vacant, which are occupied and which are scheduled to turn over soon. Vacant units are simplest because the crew can move through them without disturbing anyone. Occupied units need notice, a time window and a person who can let the technician in. A clear plan avoids the common problem of a crew arriving at a building where half the doors cannot be reached.
Staffing matters too. A property manager or maintenance lead should be on site or reachable so the crew can ask questions without waiting. Provide a master list of units, the lock type on each, and any doors with special hardware such as deadbolts that differ from the rest. If the complex has several buildings, number them in the order the crew will work. This helps the team stay organized and helps you know when each section is done. Decide in advance who signs off on each building, so the crew does not have to stop and hunt for approval partway through the project.
Expect the pace to vary. A simple pin change on a standard cylinder goes quickly, while a unit with a damaged lock, a swollen door or hardware that has been painted over takes longer. A technician will flag those doors and explain options rather than rushing a poor fix. Authority from the owner or manager is confirmed before work begins, and the scope and any quote are explained in advance. Call us to confirm availability and to talk through the size of the project. Plan for a few surprises, and leave some room in the schedule so that one stubborn door does not cause the remaining units to slip a full day.